Kahootz is a Department of Health approved cloud-based site that provides a secure Online Workspace. GUIDANCE FOR MEET THE SUPPLIER WORKSPACE

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1 Kahootz is a Department of Health approved cloud-based site that provides a secure Online Workspace. GUIDANCE FOR MEET THE SUPPLIER WORKSPACE

2 INDEX Contents PART A Kahootz for Suppliers What is Kahootz How Kahootz will work for you Setting up your home page Site Admin Permissions Setting up your Dashboard Admin Permissions Testing and Quality Assurance of your Workspace Launching your Workspace... 9 PART B Becoming a Member Joining a Workspace Invitation Activating your Account Navigating your Workspace Setting up your Dashboard Your Workspace Home Page Contact... 12

3 PART A Kahootz for Suppliers 1. What is Kahootz Kahootz is a DoH approved cloud-based site that provides a secure Online Workspace. It can be accessed from anywhere and enables the construction of: Project Extranet, It gives you the flexibility and functionality you need to share data, manage project milestones, communicate with team members and adapt workspaces for almost any kind of third-party project collaboration Partner Portal Software. It allows collaboration with a distributor, service provider, franchisee or other partner, Kahootz allows you to share critical information within a secure, easy-to-use workspace. Secure Deal Rooms. Kahootz is a secure deal room that gives you full details on who has accessed or modified documents (and when), giving you transparency and trust between all negotiating parties. And with full control over workspace permissions, you can control exactly who can see or change which files ensuring negotiations are clear and watertight. Client Portal. Share and collaborate with clients online. It brings internal and external users together, share and collaborate on documents in a secure environment, manage project milestones and more simply via a web browser. 2. How Kahootz will work for you Once you have a Kahootz account you will be part of an Admin Team specific to your organisation. A folder will be set up under your Organisations Name and a template dashboard will be created for you. You will be able to set up your portal in a way that suits your organisation. Only those people who you invite will be able to see the content of your portal. This document will set out how to set up your home page together with adding content and setting permission levels for users. 3. Setting up your home page

4 List of folders (including your folder), documents and forums that have been created Quick launch buttons to take you to the main folders When you join Kahootz you will see the page pictured above There is a general Meet the Suppliers Forum where NHS members can start a conversation with any of the Suppliers. These discussions will be seen by all members of the site including all the Suppliers. The only Supplier folder that you will see is the one relating to your organisation which will be one of the items in the index on the left hand side. There is a Shared Documents and Templates folder which only the Suppliers will see. This will contain documents and templates that are relevant only to Suppliers. There are also some quick launch buttons in the centre of the page. These allow you to access parts of the portal quickly. The Meet the Suppliers button will take you to a list of all the Suppliers (see below) that have subscribed to the site but you will only have access to your own link. This is primarily there for the NHS Members to use.

5 4. Site Admin Permissions 4.1 Setting up your Dashboard Your Dashboard has been set up with four items. Three Text and Image boxes and a What's New box. To Configure your dashboard you will need to click on the square box to open the drop down list and choose Configure Dashboard. A screen will open up which will allow you to edit and add pictures to each of the boxes individually. The picture below shows an example of what you can do.

6 Once you have updated these you can save and it will return you to the Workspace home page. 4.2 Admin Permissions You will have the following Admin Permissions:

7 By clicking on the green circle with the white cross the box below will open giving you the choice of what content you wish to add. o You can upload a document all documents uploaded, where possible, should be in PDF format. o Create a Questionnaire o Create a database o Create a folder to hold documents, forums, web pages etc. o Create a web page this allows you to add pictures and tables to your web page. o Create a forum. The section will go through the properties and permissions you will need to set for those items.

8 Always make sure that you follow the correct permissions to ensure that your content can only be seen by those people you want to see it. All permissions for view, modify and Create Items need to be set at Managers + teams. Once you have done this you will have the option of adding the teams that relate to your organisation ie. the organisation name team and the NHS Member team. NHS Members should only be added to the View permissions.

9 5. Testing and Quality Assurance of your Workspace Invite someone from the team to join the workspace as a member. Ask them to test the workspace by: Opening each of the items in the left hand side What options do they have check that these are the correct ones Can they invite someone to the workspace if they can amend the permissions so that they can t. If you have a questionnaire get them to complete the questionnaire If you have a contact database get them to complete their details If you have a calendar check that the permissions are correct for what you are using it for. IE. if it is for members to use can they add new items to the calendar. 6. Launching your Workspace Once you have tested and quality assured your workspace it can be launched. This can be done by either inviting a pre-determined list of people to it or advertising it on our various methods of communications and asking people to request membership to it. PART B Becoming a Member 7. Joining a Workspace 7.1 Invitation An invitation will be sent by Kahootz with a request to activate the account. Follow the link to activate the account. If you cannot open the link then click on the Kahootz website link first to open that and then go back and click on the Exit & Transition Headlines workspace

10 7.2 Activating your Account On opening the link the following screen will appear Once you have registered you will be taken to a screen with your invitation for the workspace Click on Join

11 Once you click on join you should see the following:. Should you have any problems, please do not hesitate to contact the Exit Mail Box If the account is not activated after a few weeks, a chase is generated from the Exit Mail Box asking if the account is still required. 8 Navigating your Workspace 8.1 Setting up your Dashboard You can personalise your dashboard by setting up items that you are interested in from the drop down list in add you dashboard item You can move from workspace to workspace by clicking on the arrow next to quick jump You can edit your profile so that people can see who you are and what you do You can create tasks to remind yourself of things you wish or need to do

12 Quick launch to your workspaces 8.2 Your Workspace Home Page The home page of your workspace gives you information on the new items that have been uploaded. New items that have been added New documents that have been uploaded List of folders,web pages and web links within the workspace to provide you with information Calendar of events that have been added List of weblinks that have been added 8.3 Contact Please contact the CSC Exit Mailbox should you have any questions, issues or requests for membership to the site.